Dear Debian Cloud Sprint 2017 attendeeds, Reimbursement for Sprint-related expenses will be processed by Software in the Public Interest, for all Requestors including Europeans.
To process the reimbursement requests efficiently and expeditiously, SPI requires consistency. These procedures were initially used for DebConf17, very effectively. We are re-using them, with very minor alterations, for Debian Cloud Sprint 2017. All requests must include: - an SPI Reimbursement Request Form [1] with accurate banking information as SPI uses TransferWise [2] - an Expense Report generated using XE's Travel Expenses Calculator [3] - sufficient documentation substantiating the expense report - a declaration of compliance [1]: http://www.spi-inc.org/treasurer/SPI_reimbursement_request.pdf [2]: https://transferwise.com [3]: http://www.xe.com/travel-expenses-calculator/ Requestors must follow these steps: Step 1: Prepare an SPI Reimbursement Request Form. - download it from http://www.spi-inc.org/treasurer/SPI_reimbursement_request.pdf - ensure that the banking information is accurate as incorrect details are a major source of delays - save as PDF Step 2: Prepare an Expense Report. - use http://www.xe.com/travel-expenses-calculator/ to prepare an expense report - enter Your Name, which must match the name in the SPI Reimbursement Request Form - set Your Home Currency to as appropriate - leave/set Credit Card @ 2%, Debit Card @ 5%, Foreign Cash @ 5%, Traveller's Cheque @ 2% - enter Receipt Details, one row per receipt, specifing the correct date of the transactions - save as PDF Step 3: Collect and order your Receipts. - collect your recipts in the SAME ORDER as the rows in the Expense Report - if paper receipts, scan them with a multi-function device, converting to PDF - save as PDF Step 4: Prepare the Submission Package. - collect into a single PDF, the following: - from step 1, the SPI Reimbursement Request From - from step 2, the Expense Report - from step 3, the Ordered Receipts - the poppler-utils package includes the pdfunite utility - usage: `pdfunite step1.pdf step2.pdf step3a.pdf step3b.pdf ... step3n.pdf DebianCloudSprint2017ReimbursementRequest-«FirstName & LastName».pdf` - warning: ensure that you explicitly mention DebianCloudSprint2017ReimbursementRequest-«FirstName & LastName».pdf otherwise step3n.pdf is overwritten - notice: please name the file exactly as shown, substituting your name as entered in the SPI Reimbursement Request Form, for example, DebianCloudSprint2017ReimbursementRequest-LucaFilipozzi.pdf - ensure that the entire Submission Package can be easily understood as poor quality submissions are a major source of delays Step 5: Email the Submission Package. - prepare an email having these attributes - from: you - to: debian-reimburseme...@rt.spi-inc.org - subject: Debian Cloud Spring 2017 Reimbursement Request - attachment: the Submission Package (DebianCloudSprint2017ReimbursementRequest-«FirstName & LastName».pdf) prepared in step 4 - body: (the text below) By submitting this reimbursement request, I declare: - that I have prepared an SPI Reimbursement Request Form including bank account details, - that I have prepared an Expense Report using XE's Travel Expense Calculator, - that I have attached sufficient documentation substantiating my request, - that I seek reimbursement of expenses that are compliant to Debian policies, and - that I have not sought nor will seek reimbursement of these expenses from any other source. Thanks, Luca -- Luca Filipozzi